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Wake County Public Library Conference Room Policy

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Lynn B. Chandler

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Community Services; Libraries

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Wake County Public Libraries (WCPL) strive to provide an inclusive, hospitable, and safe library environment, which encourages reflection, study, and self-education for people of the community the library serves, regardless of race, color, religion, belief, sex, age, or national origin.  To this end, WCPL conference room facilities are available to community groups free of charge on an equitable basis as a designated and limited forum for organizations engaged in educational, cultural, or charitable activities, so long as use does not interfere with library activities and functions.  Permission to use a conference room does not constitute WCPL sponsorship of an organization, its activities, or the viewpoints expressed by participants at any meeting. WCPL will make reasonable accommodation for known physical and mental limitations of persons using WCPL facilities.  Groups with a need for accommodations are asked to make their needs known to library personnel in advance of the meeting time.  WCPL will not retaliate against any individual or group based upon a request for accommodation or a complaint under the ADA.    
Priority of Use
WCPL conference rooms are primarily for programs sponsored by the Library, Library Commission, and other Library and Wake County-related organizations.  When conference rooms are not scheduled for WCPL or other Wake County activities, meeting rooms are available to applicants on a first come, first served basis.  Reservations will not be accepted for a series of meetings that designate the library as a regular meeting place and reservations may not be made more than 1 month in advance.     
Rules of Use
1.      All uses of the Conference Room must comply with federal, state, and local law.
2.      No commercial uses, sales or solicitation events, non-library fundraisers, social, or celebratory events are permitted.
3.      Groups using WCPL conference rooms may not charge admission or make any monetary collections, regardless of whether these collections are designated as voluntary. 
4.      All meetings must be open to the general public.
5.      No food or drink are permitted in conference rooms. 
6.      Meetings must take place within usual library hours.  An applicant shall be deemed to forfeit the reservation if it fails to appear as scheduled within 30 minutes after the designated start of meeting time.  All meetings must end 30 minutes before the Library closes, regardless of start time.  If written permission is obtained from WCPL to hold meetings beyond usual Library hours, the user shall be required to pay any resulting fee for maintenance and security. 
7.      Meetings may not disrupt Library patrons or staff.  WCPL reserves the right to terminate any use that disrupts or interferes with normal Library operations or availability to the public.
8.      No amplifying devices may be used.
9.      No use of drugs, alcohol, tobacco products, or vapor cigarettes are permitted in Wake County Facilities.
10.   No disruptive behavior.
11.   No activities that impede or disrupt the functions of the library (for example, unacceptable noise levels, traffic patterns or activities in areas other than designated meeting room.) 
12.   Any use of equipment or supplies must be preapproved by WCPL.  No equipment that creates a risk or nuisance for Library property, patrons, or staff will be permitted.   
13.   Wake County Public Library Conference Room Policy may not supersede the Wake County Facility Use Policy to which the libraries are subject.
14.   No person shall be excluded from attendance except in order to comply with the occupancy limit applicable to the facility. 
Applicant Responsibilities
1.        An authorized adult representative of the applicant group reserving the conference room must remain in the room for the duration of the period for which it is reserved.
2.        Groups should designate a representative to direct attendees/participants to the conference space.
3.        Each group is responsible for setting up the room according to its own needs.  Conference room users agree to restore the area to its original condition, and should allow sufficient time for clean-up.  It is expected that the chairs and tables in the conference room will be returned to the same arrangement in which they were found.
4.        Each group is responsible for providing its own approved presentation equipment (i.e., laptop, projector, T.V., extension cords, etc.)
5.        Groups must acquire required public performance rights and adhere to copyright laws for any media viewings occurring in WCPL conference rooms.
6.        Groups using the conference room assume all responsibility for any damage to the Library facilities.
7.        The reserving group is responsible for any set up of special equipment, carrying supplies to and from the meeting room, and leaving the room clean and orderly.  
8.        The reserving group shall make WCPL aware of any need for accommodations for persons with disabilities.     
9.        The reserving group shall not transfer permission to use the conference room to any other group or modify the purpose of the request without the written consent of WCPL.
The Library assumes no responsibility for loss, theft, or damage to personal items, equipment, or vehicles in the parking lot. An individual representative of the group and/or organization must sign the Conference Room Application, releasing the library of any responsibility for damage or loss suffered during the period of agreement.  The Applicant Group, individuals and/or organizations shall indemnify, defend and hold harmless Wake County, Wake County Library System and its officers, agents, and employees from and against any and all claims, suits, actions of any kind, arising and resulting and accruing from any negligent act, omission or error of the Applicant group, individual and/or organization resulting in or relating to personal injuries or property damage arising from the Applicant organization/group’s use of the library meeting room.
Each Applicant group is responsible for its own publicity.  Any printed publicity shall include the statement: “This program is not sponsored by the Wake County Public Libraries.”  Applicant shall not use the Wake County logo in any publicity.  Participants may not call or mail the library to register.  Applicant may place a directional sign on a display stand provided by the library just prior to the meeting.  Materials may not be attached to walls, windows, doors, or furnishings.  Unauthorized signs will be removed.
Library Managers have the right to terminate any use of the conference room for unlawful activity or violation of rules interfering with functioning or safety of the Library.  In addition, any individual violating the Conference Room Rules of Use in a manner that constitutes a Type I Trespass (violating policy, disrespecting staff or visitors, interrupting county business) or Type II (criminal, threatening, or violent act) may be trespassed in accordance with the Wake County Workplace Violence Prevention Plan.
If you have any concerns, questions, or requests for accommodations, please direct them to:
Elena Owens
Library Experience Manager
Wake County Public Libraries

Original Policy Effective Date:    March 11, 2009
Policy Revision Dates:                  March 2009, February 2014, May 2015,
 January 2018
Approved by:                               Wake County Library Commission
Published Date:                            May 22, 2015
Effective Date:                             May 27, 2017



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Removed Katrina Vernon's contact info; added Elena Owens.
Content Type: Article Page
Version: 9.0
Created at 7/5/2012 4:19 PM by Lynn B. Chandler
Last modified at 6/29/2018 4:49 PM by Laura Henry